Estates Administrative Assistant

Responsibilities

• First point of contact for the LAS switchboard. Advise and redirect callers to appropriate departments and organisations.
• Provide general telephone support for users within the organisation, including fault reporting and management of maintenance issues.
• Assist with the day-to‑day running of the access control system: giving access, amending card details, saving photos, printing cards, and ordering supplies.
• Assist with the implementation of Abloy keys to staff and ensure staff have correct access.
• Process orders via Estates Maintenance System and E‑proc System and instruct contractors as required.
• Respond to emails and requests received in the Estates Service Desk email account.
• Process invoices via PIMS and liaise with the Finance Department regarding invoice queries, ensuring accuracy in accordance with financial instructions.
• Maintain and register all necessary test certificates and legal documents.
• Deal with routine telephone enquiries.
• Provide administrative support for general correspondence, minutes (attending meetings and taking minutes), tender documents, specifications and reports, and distribution of documents.

Key Skills & Requirements

• Proven planning and organisational skills.
• Ability to deliver deadlines through effective time management, prioritising work, managing distractions, and handling conflicting demands.
• Working knowledge of computer applications; keyboard skills including Microsoft Word, Excel, email, and internet use.
• Strong secretarial skills with administrative flair; ability to communicate effectively at all levels.
• Proficient in the Microsoft Office suite.
• Ability to work under pressure and to deadlines without compromising performance standards.
• Sensitivity to confidential matters.
• Good troubleshooting and analytical skills.
• Experience with the Estates Service Desk and knowledge of maintenance processes.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any prior criminal convictions.

Salary

£30,630 to £32,346 a year inclusive of Outer HCAS

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